Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Annual Meeting of Council held on Tuesday 03 May 2011 at 7.00pm in the Rhos Community Centre

Presiding Councillor G Threlfall

Present Councillors A Threlfall A Melen P Richards R Lewis C Richards D Atkins P Vine E Harris G Davies

Apologies B Jones A Ames M Spooner

1 DECLARATIONS OF INTEREST

There were no declarations of interest.

2 APPOINTMENT OF CHAIRPERSON

RESOLVED that Councillor D Atkins be appointed Chairperson for 2011/12.

(Councillor D Atkins in the Chair)

RESOLVED that Council record its appreciation to Councillor G Threlfall for her service as Chairperson in 2010/11.

3 STANDING ORDERS

RESOLVED that the Council’s Standing Orders be adopted without amendment.

4 FINANCIAL REGULATIONS

RESOLVED that the Council’s Financial Regulations be adopted without amendment.

5 APPOINTMENT OF VICE-CHAIRPERSON

RESOLVED that Councillor A Threlfall be appointed Vice-Chairperson for 2011/12.

6 FINANCE AND DEVELOPMENT COMMITTEE

RESOLVED that the Chairperson, Vice-Chairperson, Councillors G Threlfall, B Jones, A Melen, A Ames and G Davies be appointed to the Finance and Development Committee for 2011/12.

7 COMMUNITY CENTRES COMMITTEE

RESOLVED that the Community Centres Committee be dispensed with for 2011/12 and that its responsibilities be absorbed by Council. 1

8 RHOS PARK AD-HOC COMMITTEE

RESOLVED that the Chairperson, Councillors E Harris, A Ames and R Lewis be appointed to the Rhos Park Ad-hoc Committee for 2011/12.

9 REQUESTS FOR FINANCIAL ASSISTANCE

RESOLVED that all requests for financial assistance be considered at the October and April meetings of Council, and that Council’s policy be reaffirmed as per Minute 9 of Council on 04 May 2010.

10 OPEN FORUMS

RESOLVED that Council continues to convene two Open Forum meetings during the year, in October and April.

11 AREA COMMITTEE OF ONE VOICE WALES

RESOLVED that Council be represented by the Chairperson and the Vice Chairperson.

12 LIAISON COMMITTEE BETWEEN NEATH PORT TALBOT COUNTY BOROUGH COUNCIL AND COMMUNITY COUNCILS

RESOLVED that Councillors G Davies and A Threlfall represent Council.

13 MEMBERSHIP OF ORGANISATIONS

RESOLVED that the Council’s membership of the Campaign for the Protection of Rural Wales and Neath Port Talbot Council for Voluntary Services be renewed.

14 FINANCIAL STATEMENT

The Clerk presented the Council’s Financial Statement for the year ending 31 March 2011. RESOLVED that the statement be approved subject to audit.

15 ANNUAL INVESTMENT STRATEGY 2011/12

The Clerk tabled a draft Strategy. RESOLVED that the Strategy be adopted.

16 RISK ASSESSMENT

The Clerk tabled the Risk Assessment adopted by Council (Minute 16, Council 04 May 2010 refers) for Members’ consideration, and drew attention to the risk relating to VAT reimbursement from Her Majesty’s Customs and Revenue. RESOLVED that - the VAT risk be noted and considered by Finance and Development Committee when appropriate a further risk relating to staff perfoormance be drafted by the Clerk, and the Risk Assessment be otherwise adopted. 2

17 CHAIRPERSON’S ALLOWANCE

RESOLVED that the Chairperson’s Allowance for 2011/12 be in the sum of £400.00.

18 SIGNING CHEQUES AND FINANCIAL TRANSFERS

RESOLVED that current arrangements be endorsed, noting the withdrawal of former Councillor P Thomas from the list, and that three signatories from Councillor P Richards, A Threlfall, B Jones, A Ellison, A Ames, E Harris and/or the Clerk sign cheques and financial transfers.

The meeting ended at 7.39 pm.

Signed Dated 07 June 2011

3 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 03 May 2011 at 7.40pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall A Melen P Richards R Lewis C Richards G Threlfall P Vine E Harris G Davies

Apologies B Jones A Ames M Spooner

19 DECLARATIONS OF INTEREST

There were no declarations of interest.

20 MINUTES OF THE OPEN FORUM MEETING OF COUNCIL

RESOLVED that the Minutes of the Open Forum meeting of Council held on 05 April 2011 be confirmed as a correct record, subject to the withdrawal of Councillor A Melen’s name as she had only attended the Council’s monthly meeting.

21 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the monthly meeting of Council held on 05 April 2011 be confirmed as a correct record.

22 MATTERS ARISING

1. Further to Minute 169 relating to Footpath 22, the Clerk reported on the response from NPT CBC Countryside Team. RESOLVED that the request for a barrier to prevent illegal use of the footpath as a bridleway be agreed, and that the minor encroachment on to Council land be noted. 2. Further to Minute 174 and planning application 10/0218 at Church House Dyffryn Road Alltwen, the Clerk provided the additional information received from NPT CBC Planning, and indicated that a 7 day extension had been granted for comment. RESOLVED that, given the information and in the circumstances, the actions of the Chairperson and the Clerk in agreeing and conveying the Council’s view of no objection to the application be endorsed. 3. Further to Minute 184 relating to an event/publicity for the opening of the Rhos Community Centre Changing Rooms, the Clerk outlined the basis of his discussions with officers at the Welsh Assembly Government. RESOLVED that the clerk liaise with the officers at the appropriate time regarding some low key publicity.

4 23 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

21 Plaztec Installations Alltwen CC Windows CP 7869.00 Elevation 22-25 ) Staff Wages, Expenses ) 2106.58 26 ) City & County of Swansea Pension Contributions ) 27 ) Prudential Pension Contributions ) 28 Inland Revenue Income Tax and NI 547.15 29 Neath Port Talbot CBC Non Dom Rates Alltwen CC 257.00 30 Neath Port Talbot CBC Non Dom Rates Rhos CC 330.00 31 NPT Shopmobility Donation 150.00 32 Cilybebyll Parish Church Donation 150.00 33 St John’s Church Alltwen Donation 150.00 34 Alltwen PS Garden Donation 150.00 35 PGS Gas Services ACC Boiler Repair 70.00 36 Dwr Cymru Welsh Water ACC Water Charges 112.44 37 Dwr Cymru Welsh Water Rhos CC Water Charges 185.38 38 NPT CBC Photocopying 79.60 39 NPT CBC Trade Refuse Charge Alltwen 149.47 CC 40 NPT CBC Trade Refuse Charge Rhos 149.47 CC

RESOLVED that the following receipts be noted –

1 Alltwen CC April Income 132.00 2 Rhos CC April Income 88.50 3 Welsh Assembly WV Grant Payment No 3 4500.00 Government Alltwen CC

Resolved that the sum of £12,500.00 be transferred from the Council’s Business Account to its Current Account.

24 PLANNING APPLICATIONS

RESOLVED that additional Information is requested regarding the following application for the reasons indicated -

10/0839 Detached Dwellings Land at Penygraig Road Alltwen Council is concerned that the height of the two dwellings, when viewed from Alltwen Hill and from lower parts of the village, may be overpowering, particularly as they are 3 storey properties with gables facing Alltwen. Further information is requested to show how the dwellings will “sit” within the topography and how the levels compare with adjacent properties in the immediate vicinity, and if necessary, the applicant be requested to provide accurate and verifiable information of this nature if it is not currently available.

5 RESOLVED that observations expressing the Council’s serious concerns are offered in respect of the following application, notwithstanding that it has been withdrawn, as the Council believes that filling the Quarry would be inappropriate given its revegetated state. Further RESOLVED that Council’s particular concern is expressed that it was not consulted on the application, and requests a full explanation as to why this was the case -

11/0187 Variation to Condition Alltwen Quarry Alltwen

RESOLVED that no objection be made to the following application subject to the views of the NPT CBC arboricultural officer –

11/0216 TPO Works 66 Waun Daniel Rhos

RESOLVED that an objection be made to the following application for the reasons indicated -

11/0243 Anemometry Mast Land SE of Ynysygeinon Farm Ystalyfera Council is aware that such an application is a likely precursor to a windfarm application and believes that such a location would be inappropriate in the landscape of the Swansea Valley. It believes, therefore, that it is inappropriate to support the gathering of data when the principle of wind energy at this location is unacceptable, and on that basis objects to the proposed anemometry mast.

(Notwithstanding that a declaration of interest was unnecessary, the Clerk asked Members to note that a Director of the applicant company in respect of the above application was known to him in a personal capacity)

RESOLVED that no objection be made to the following applications –

11/0248 Extension 12 New Road Gellinudd 11/0313 Extension 89 Brynmorgrug Alltwen

25 MAINTENANCE

RESOLVED that the Clerk’s report be noted.

26 COMMUNITY CENTRE MANAGEMENT

Following reports from the Clerk, RESOLVED -

1. That the Council’s proposed increase in hire charges (Minute 109, Finance and Development Committee, 23 November 2010, endorsed by Minute 121, Council 12 December 2010) be applied from 01 September 2011. 2. That the repairs to leaks at Alltwen CC and Rhos CC be undertaken by the contractor who recently worked at Rhos CC and that the Chairperson and Clerk be authorised to agree prices respectively.

6 3. That the Clerk engage with the same contractor to secure a price for annual maintenance of the Council’s heating and water heating appliances at all buildings, and to review the heating sensors at Alltwen CC. 4. That additional electrical sockets be installed at Rhos CC at a cost of £150.00 plus VAT.

27 COUNCIL INSURANCE ARRANGEMENTS

RESOLVED that the Clerk explore the benefits of extending the insurance contract and agree to the extension if there is no additional cost to the Council.

28 ALLTWEN COMMUNITY CENTRE IMPROVEMENTS

The Clerk indicated that window replacement work was now completed, that he was awaiting information regarding the insulation of roof spaces, and that he was exploring options regarding external painting. RESOLVED that the report be noted.

29 RHOS COMMUNITY CENTRE CHANGING FACILITIES

The Clerk reported that the Rhos Community Centre Changing Rooms Contract had been completed, subject to a maintenance period of six months, and that the facilities would be available for use within two weeks. RESOLVED that the report be noted.

30 PUBLIC SEAT NEAR ALLTWEN SCHOOL

Councillor A Melen outlined the suggestion that, following the instigation of traffic management measures in the vivinity of the Alltwen Primary School, a public seat could be installed in the vicinity for the benefit of carers attending and the general public. The implications in terms of maintenance and potential “nuisance” effect were considered. RESOLVED that the proposal be explored further through consultation with the school and with local residents, and in terms of land ownership and cost.

31 PACT MEETINGS

There were no substantive reports but the dates of meetings were NOTED.

32 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 One Voice Wales Notice of NPT Area Committee 2 South Wales Police Letter from Inspector Dean Thomas 3 NPT Family Information Service Information e-mail 5 City & County of Swansea Consultation on Planning Guidance Planning

7 6 MacMillan Cancer Support Information re “Changing Cancer care in Wales” Report 7 CPRW Journal 8 NPT CVS Voluntary Voice Magazine 9 NPT CBC Transportation Letter re Bus Services 11 Play Wales Journal

RESOLVED that the following items of correspondence be actioned as indicated -

4 NPT CBC Planning E-mail re LDP Programme Council be represented at the workshop by Councillor A Threlfall.

10 Cilybebyll Resident E-mail re Plas Cilybebyll Council’s concerns at the apparent change of use be conveyed and clarification be sought from NPT CBC Planning regarding their response.

12 NPT Children and Young Summer Playschemes People’s Partnership Council confirm its support for both playschemes at Alltwen and Rhos, grant free use of Rhos Playing Field and Rhos CC, and advise the organisors of the possible connection to the Rhos Community Garden at Rhos Primary School.

The meeting ended at 9.15 pm

Signed Dated 07 June 2011

8 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 07 June 2011 at 7.00pm in the Alltwen Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall A Melen G Threlfall P Vine A Ames M Spooner D Lewis A Ellison

Apologies B Jones P Richards R Lewis C Richards G Davies

33 COUNCILLOR G THRELFALL

On behalf of Council, the Chairperson formally thanked Councillor G Threlfall for her service as Chairperson during 2010-11 and presented her with a gift as a token of the Council’s appreciation.

34 DECLARATIONS OF INTEREST

Councillors M Spooner and D Lewis declared an interest in Agenda Item 7 - Planning Applications.

35 MINUTES OF THE ANNUAL MEETING OF COUNCIL

RESOLVED that the Minutes of the Annual Meeting of Council held on 03 May 2011 be confirmed as a correct record.

36 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the monthly meeting of Council held on 03 May 2011 be confirmed as a correct record.

37 MATTERS ARISING

4. Further to Minute 16 relating to the Council’s Risk Assessment, RESOLVED that the Clerk’s report that the VAT risk had not materialsed be noted, and that the new risk drafted regarding staff performance be approved for inclusion. 5. Further to Minute 24 and planning application 10/0839, Land at Penygraig Alltwen, the Clerk provided the additional information received from NPT CBC Planning. RESOLVED that, given the information received, Council offer no objection to the development, but that NPT CBC be advised that in doing so, Council resolved to rely on NPT CBC’s judgement in seeking to ensure that the properties “sit” comfortably in the surrounding topography, particularly from Alltwen Hill, and specifically given the difficulties experienced as a result of similar developments nearby.

9 6. Further to Minute 26.2 relating to plumbing repairs, RESOLVED that JB Heating be instructed to repair the leak in Rhos CC at a cost of £165.00 plus VAT, but that the repair at Alltwen CC be deferred. 7. Further to Minute 26.3 relating to heating contract work, RESOLVED that JB Heating be instructed to deliver annual maintenance of the heating and hot water systems at Alltwen CC and Rhos CC at a cost of £345.00 plus VAT, but that the assessment of sensors at Alltwen CC be deferred for future consideration. 8. Further to Minute 27 and Council’s Insurance arrangements, RESOLVED that the Clerk’s actions in revising the Council’s cover to include the changing rooms at Rhos CC and the revised premium payment made accordingly be endorsed.

38 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

41-44 ) Staff Wages, Expenses ) -- 45 ) City & County of Pension Contributions ) 2057.29 Swansea 46 ) Prudential Pension Contributions ) -- 47 Inland Revenue Income Tax and NI 532.93 48 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 257.00 49 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00 50 Plaztec Installations Alltwen CC Windows D Rd Elevation 5631.40 51 British Gas Business Gas Rhos CC 955.59 52 Hurley & Davies 2nd Interim Fee Payment Rhos Ch R 660.00 53 BT Clerk’s Telephone 77.71 54 Hayes Electrical Additional Sockets Rhos CC Ch R 180.00 55 Headley Bros Ltd Local Council Review Subscription 15.50 56 Broker Network Ltd 2011/12 Insurance Premium 3552.02 57 Calico UK Website Domain Name 18.00 58 Lliw Building Supplies Building Materials 21.63 59 Councillor G Davies Reimburse costs Gwynfryn Park 107.98 60 R Lanchbury Reimburse Quarterly Expenses 153.95 61 Valley Jewellers Chairperson’s Presentation and 106.99 Chain Bars 62 Gateway Construction Fencing Work Rhos Park 600.00

RESOLVED that the following receipts be noted –

1 Rhos AFC April/May Income PF 243.00 2 Alltwen CC May Income 293.50 3 Rhos CC May Income 108.50 4 HMRC VAT Repayment 11659.72 5 NPT Returning Officer Election Fees 170.00

RESOLVED that the sums of £15,000.00 be transferred from the Council’s Business Account to its Current Account and £400.00 be transferred to the Chairperson’s Account.

10 39 PLANNING APPLICATIONS

(Councillors M Spooner and D Lewis declared an interest in this item and took not part in the discussions or voting thereon. Councillor Spooner left the Chamber during consideration of the item)

RESOLVED that no objection be made to the following application –

11/0219 Extension 103 Graig Road Gellinudd

40 MAINTENANCE

RESOLVED that the Clerk’s report be noted and the schedule be updated accordingly.

41 COMMUNITY CENTRE MANAGEMENT

Following reports from the Clerk, RESOLVED -

1. That the price received for supply and fitting of a replacement clear glazed window unit at Rhos CC be accepted in the sum of £55.00 plus VAT, but that the Clerk seek a price for the installation of grids over the two windows. 2. That the Council waive the hire charge for use of the Alltwen CC by the Swansea Valley Forum of the Western Valleys Regeneration Area. 3. That Council endorse the provision of new signage as outlined and receive a report on costs in due course. 4. That Council seek 3 No. quotations for window and uPVC cleaning at Alltwen CC on the basis that windows should be cleaned externally only, once per quarter, and that external uPVC surfaces be cleaned once per year..

42 PACT MEETINGS

Other than the dates of future PACT meetings, Council RESOLVED to note a report on the Alltwen PACT meeting’s consideration of problems with the recycling centre at Lon Hir.

43 PUBLIC AND PRESS

RESOLVED that further to Subsection (1) of Section 2 of the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting during the following two items, by virtue of the nature of the business to be transacted.

11 44 ALLTWEN COMMUNITY CENTRE - PAINTING QUOTATIONS

The Clerk presented an assessment of quotations received in respect of external painting work at Alltwen Community Centre. Quotations had been sought from 3 No. contractors, but only 2 No. quotations were duly returned and opened in the presence of the Chairperson and one other Member of Council, both of whom signed the quotations with the Clerk. The report confirmed that both were significantly higher than Council had anticipated, and questions were raised as to the merit of pursuing this option. RESOLVED that both of the submitted quotations be set aside, and the Clerk enter into discussions with, and invite a quotation from the contractor who was appointed, following a competitive tendering process, to undertake uPVC renewal of rainwater goods, fascias and soffits elsewhere on the building, to establish whether this was a more acceptable option for the Council to pursue.

45 CLERK’S TERMS AND CONDITIONS

The Clerk presented a factual report summarising a review of options relating to the provision of telephone and broadband services for Council, which had been initiated following discussions with the Chairperson. The report concluded that a change in supplier would facilitate a significant saving for Council.

(Following submission of the report, the Clerk withdrew from the meeting to allow Council to consider and determine a way forward)

RESOLVED that the Council change its supplier of telephone and broadband services, that the Clerk make the appropriate arrangements and that Council meet the revised costs as outlined and introduce a direct debit payment method accordingly. Further RESOLVED that the Council make an additional financial saving by canceling its Phone Book Entry as there were numerous other means of publicising the Council’s contact details.

46 PAYMENT OF UTILITY BILLS

The Clerk advised Members that he was increasingly aware that utility companies supplying services to Council were adopting an inflexible policy in terms of payment periods. For Council, this represented a signficant risk of delay in making payment with a consequent risk of late payment charges being imposed. He indicated that there was an increasing trend toward making payment of such accounts by direct debit or BACS, and that this trend was also being extended into other areas, including payroll accounts. RESOLVED that the Clerk be authorised to arrange for the payment of utility costs by direct debit, and that the further application of direct debit and BACS be the subject of a separate report to Council.

47 PUBLIC SEAT- ALLTWEN PRIMARY SCHOOL

Following an investigation of the feasibility and practicality of siting a public seat in the vicinity of Alltwen Primary School, RESOLVED that the suggestion should not be pursued.

12 48 SWANSEA VALLEY FORUM

RESOLVED that a report on the recent meeting of the Western Valleys Regeneration Area Swansea Valley Forum be noted.

49 NATIONAL GRID PIPELINE

Members referred to recent press articles which had implied that there were problems with the gas pipeline which runs to the south of Alltwen and with communciation arrangements with local residents. Councillors D Lewis and A Melen offered reassurances that National Grid had provided assurances regarding the pipeline and that adequate communication had indeed taken place. Following Member concerns that National Grid were unclear as to which community council should be notified of any matters relating to the pipeline in Alltwen, RESOLVED that the Clerk write to National Grid to confirm that future correspondence should be directed to him on the Council’s behalf.

50 LOCAL DEVELOPMENT PLAN

Councillor A Threlfall submitted a report on the recent Local Development Plan workshop held in Pontardawe. RESOLVED that the report be noted and the outcome of this stage of the preparation of the Plan in the autumn be awaited.

51 CORRESPONDENCE

RESOLVED that the following items of correspondence be actioned as indicated -

1 NPT CBC Transportation Letter re Highway Concerns Further clarification be sought by the Clerk.

2 NPT CBC Monitoring Officer Letter re Returns and Register of Interest Council should retain its declaration of interest forms and seek further clarification from the Monitoring Officer regarding the Register.

RESOLVED that the following items of correspondence be noted -

3 Welsh Government Findings Report on 2010 Community and Town Councils Survey 4 NPT CVS Voluntary Voice Magazine & Circulars 5 One Voice Wales Notice of Area Committee Meeting

52 ANY OTHER URGENT BUSINESS

RESOLVED that the Clerk write to the Chairman of Swansea City AFC congratulating the Club on gaining promotion to the Premiership.

13 53 FUTURE MEETINGS

The Clerk reported that neither he nor the Chairperson would be available for the monthly meeting scheduled for 6 September 2011. RESOLVED that Standing Orders be suspended, and that an additional meeting of Council be convened for Tuesday 9 August 2011 with the September monthly meeting occurring on Tuesday 13 September 2011.

The meeting ended at 9.15pm

Signed Dated 05 July 2011

14 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 05 July 2011 at 7.00pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall A Melen G Threlfall P Vine A Ames M Spooner B Jones G Davies R Lewis E Harris

Apologies P Richards C Richards D Lewis A Ellison

54 DECLARATIONS OF INTEREST

Councillor M Spooner declared an interest in Agenda Item 7 - Planning Applications.

55 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the monthly meeting of Council held on 07 June 2011 be confirmed as a correct record, subject to the inclusion of “internal cleaning of windows once per year” being added to the specification for cleaning windows at Alltwen Community Centre (Minute 41.4 refers).

56 MATTERS ARISING

9. Further to Minute 41.1 relating to the ordering of external grilles for windows at Rhos Community Centre, RESOLVED that the Clerk seek a second quotation to that of £300 already received, be authorised to accept the lowest quotation, and proceed with the work. 10. Further to Minute 41.3 relating to the ordering of new signage for community centres, RESOLVED that the quotation from the Valley Group in the sum of £263.40 be accepted. 11. Further to Minute 46 relating to the payment of utility bills by direct debit, the Clerk advised Members that the first direct debit in favour of British Gas Business for gas at Rhos Community Centre had been arranged. RESOLVED noted. 12. Further to Minute 51.1 relating to highway concerns in Alltwen, RESOLVED that the response received from NPT CBC Transportation be noted. 13. Further to Minute 51.2 and advice received from the NPT Monitoring Officer, RESOLVED that the Council’s practice of signing declarations of interest be continued and the forms be retained by the Clerk.

57 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

15 63-66 ) Staff Wages, Expenses ) -- 67 ) City & County of Swansea Pension Contributions ) 1969.86 68 ) Prudential Pension Contributions ) -- 69 Inland Revenue Income Tax and NI 520.61 70 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 257.00 71 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00 72 British Gas Business Gas Rhos CC 75.00 73 Apex Direct Cleaning Materials 163.05 74 SWALEC Electricity Alltwen CC 100.29 75 SWALEC Electricity Rhos CC 210.79 76 Corona Energy Gas Alltwen CC 238.99 77 Lliw Building Supplies Building Materials 11.93 78 SWALEC Electricity Rhos Pavilion 25.36

RESOLVED that the following receipts be noted –

1 Alltwen CC June Income 302.00 2 Rhos CC June Income 202.00

RESOLVED that the sum of £4,000.00 be transferred from the Council’s Business Account to its Current Account.

58 PLANNING APPLICATIONS

(Councillor M Spooner declared an interest in this Item, left the Chamber, and took no part in the discussions or voting thereon).

RESOLVED that an objection be made to the following application for the reasons indicated below, and as indicated in the Council’s previous representations -

11/0243 Anemometry Mast Land SE of Ynysygeinon Farm Ystalyfera Council is aware that such an application is a likely precursor to a windfarm application and believes that such a location would be inappropriate in the landscape of the Swansea Valley. It believes, therefore, that it is inappropriate to support the gathering of data when the principle of wind energy at this location is unacceptable, and on that basis objects to the proposed anemometry mast.

RESOLVED that no objection be made to the following applications -

11/0454 Garage 70 Waun Daniel, Rhos 11/0527 Extensions, balconies, porch Brynderwen, 37Derwen Road, Alltwen 11/0532 Extension 6 Neath Road Rhos

59 MAINTENANCE

RESOLVED that the Clerk’s report be noted.

16 60 COMMUNITY CENTRE MANAGEMENT

RESOLVED noted that enquiries were being made by organised groups regarding the use of the Council’s community centres for occasional overnight stays.

61 PACT MEETINGS

RESOLVED to note a report on the Rhos PACT meeting’s consideration of parking problems at the pedstrian crossing on Neath Road.

The Clerk reported a letter from Chief Superintendent Mark Mathias, which referred to changes in structure and personnel in the Swansea and neath Port Talbot Division of South Wales Police, whilst reinforcing the importance of PACT meetings and the availability of PCSOs. RESOLVED noted.

62 PUBLIC AND PRESS

RESOLVED that further to Subsection (1) of Section 2 of the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting during the following item, by virtue of the nature of the business to be transacted.

63 ALLTWEN COMMUNITY CENTRE

The Clerk reported that a quotation for cladding timber with uPVC on the Dyffryn Road elevation of Alltwen Community Centre had been received, as a variation of the contract which had been entered into, following competitive tender, with regard to windows, fascias and rainwater goods elsewhere on the building.

RESOLVED that -

1. Financial Regulation 11.1(g) be suspended, as the Council had previously and recently procured similar work on a competitive basis and appointed Plaztec Installations 2. The quotation received from Plaztec Installations to undertake uPVC cladding work and install rainwater goods on the Dyffryn Road elevation of Alltwen Community Centre in the sum of £2,098.00 plus VAT be accepted 3. Welsh Government officers be advised of the Council’s decision in view of their role in the administration of grant aid towards this project.

64 RHOS PAVILION

The Clerk advised Members of his discussions with Rhos Gardening Club and Rhos AFC regarding the future and potential use of the Rhos Pavilion. Members considered the various options, and identified the possibility that by working with existing users who needed storage facilities in the Park, wider

17 benefits could arise in terms of the improvement of specific areas within the Park.

RESOLVED that the Clerk be authorised to meet again with Rhos Gardening Club and Rhos AFC to devise a strategy for rationalising use of buildings, structures and areas not currently used within Rhos Park, with a view to improving the range of facilities within the Park for the benefit of the wider community, whilst acknowledging that the Council is not able to invest signficantly in these additional improvements in the short term.

65 RHOS PRIMARY SCHOOL TRAVEL PLAN

Councillor M Spooner briefed Members on recent discussions relating to a School Travel Plan in Rhos, and on traffic calming measures in Delffordd that would soon be open to consultation. RESOLVED that the report be noted and that the consultation be awaited.

66 RHOS “COLD CALLING ZONE”

Councillor M Spooner briefed Members on recent discussions relating to a “Cold Calling Zone” proposal in Rhos, prompted by a local resident, and which would be the subject of a consultation exercise. RESOLVED that the report be noted.

67 RURAL DEVELOPMENT PLAN

Councillor M Spooner briefed Members on recent discussions relating to proposals that may be funded under the Rural Development Plan, capitalising on Rhos’ designation as a “rural ward”. RESOLVED that the Clerk speak with the relevant officer in Neath Port Talbot CBC.

68 NEATH PORT TALBOT AREA COMMITTEE OF ONE VOICE WALES

The Chairperson summarised the proceedings at the recent Area Committee meeting of One Voice Wales. RESOLVED that the report be noted.

69 TREES IN RHOS PARK

The Clerk indicated that he had received representations from a resident in March Hywel that the trees in Rhos Park were detrimentally affecting his television reception. Members expressed the view that, whilst the concerns were noted, it should not, in principle, be Council policy to remove or alter trees in order to alleviate such problems and that the onus should be placed on the individual to resolve reception difficulties. RESOLVED, however, that the Clerk consider the issues referred to when a survey of trees is explored later in the year.

18 70 CORRESPONDENCE

RESOLVED that the following items of correspondence be actioned as indicated -

1 NPT CBC Streetcare Letter re Christmas Lighting Costs Council accepts the quotation submitted by Neath Port Talbot CBC, and purchases the switch that will allow the lights to be switched off at midnight.

2 NPT CBC Legal Letter re CC Liaison Forum Council suggest to NPT CBC that a presentation by Chief Superintendent Mark Mathias regarding South Wales Police Divisional changes would be an appropriate agenda item for a future meeting of the Forum.

RESOLVED that the following items of correspondence be noted -

3 One Voice Wales Journal and Advisory Publication 4 NPT CVS Information Circulars 5 CPRW Journal 6 Ombudsman Annual Report 2010/11

The meeting ended at 9.03 pm

Signed Dated 09 August 2011

19 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of a Special Meeting of Council held on Tuesday 09 August 2011 at 7.00pm in the Alltwen Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall A Melen G Threlfall P Vine A Ames M Spooner G Davies R Lewis E Harris

Apologies P Richards C Richards D Lewis A Ellison

71 DECLARATIONS OF INTEREST

Councillor M Spooner declared an interest in Agenda Item 6 - Planning Applications.

72 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the monthly meeting of Council held on 05 July 2011 be confirmed as a correct record.

73 MATTERS ARISING

14. Further to Minute 56.1 relating to the ordering of external grilles for windows at Rhos Community Centre, the Clerk reported a second quotation in the sum of £500, and that, in accordance with the resolution of Council, he had accepted the previous lowest quotation, RESOLVED noted. 15. Further to Minute 56.2 relating to the ordering of new signage for community centres, RESOLVED that the Clerk’s report on an additional sign and consequential increase in price to £302.70 plus VAT be noted. 16. Further to Minute 63.2 relating to uPVC cladding and rainwater goods at Alltwen Community Centre, the Clerk advised Members that an additional length of rainwater goods had been added, and that the revised price was now in the sum of £ 2,375.00 plus VAT. RESOLVED noted.

74 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

79-82 ) Staff Wages, Expenses ) -- 83 ) City & County of Swansea Pension Contributions ) 2152.25 84 ) Prudential Pension Contributions ) -- 85 Inland Revenue Income Tax and NI 571.93 86 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 257.00 87 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00

20 88 Plaztec Installations Fascias, RW Goods, Dyffryn 2850.00 Road Alltwen CC (WV) 89 Apex Direct Cleaning Materials 8.16 90 Lliw Building Supplies Building Materials 23.68 91 British Gas Business Gas Alltwen CC 929.50

RESOLVED that the following receipts be noted –

1 Alltwen CC July Income 269.00

RESOLVED that the sum of £7,000.00 be transferred from the Council’s Business Account to its Current Account.

75 PLANNING APPLICATIONS

(Councillor M Spooner declared an interest in this Item, left the Chamber, and took no part in the discussions or voting thereon).

RESOLVED that no objection be made to the following applications -

11/0411 Vehicle Access 71 Gwyn Street Alltwen 11/0416 Extensions 186 Ty’n y Cae Alltwen 11/0542 Detached Dwelling Land adj 52 Gwyn Street Alltwen 11/0561 Broadcasting Mast Varteg Hill Ystalyfera 11/0605 Pitched Roofs 65 Delffordd Rhos

76 MAINTENANCE

Other than the following item, RESOLVED that the Clerk’s report be noted.

Further to previous reports regarding the need for a tree survey on Council land, RESOLVED that the price received from Arborum in the sum of £250.00 plus VAT be accepted, and that the Clerk be authorised to vary the contract to allow for a survey of Gwynfryn Park to be added.

77 COMMUNITY CENTRE MANAGEMENT

1. The Clerk referred to the gas bills received in respect of Rhos Community Centre, and recommended that he review gas useage with the Chairperson, and if necessary, take advice from the Council’s heating contractor. RESOLVED that the Clerk’s recommendation be accepted. 2. The Clerk reported on his discussions with the Tourism officer at Neath Port Talbot CBC. RESOLVED that he explore the possibility of Rhos Community Centre being registered by visitWales as hostel accommodation.

78 PACT MEETINGS

RESOLVED that the updates received be noted.

21 79 TRAFFIC CALMING PROPOSALS DELFFORDD

Councillor M Spooner oultined proposals which had been made by Neath Port Talbot CBC and which were currently the subject of a consultation exercise. She confirmed her intention to convene a public meeting, and indicated that no decision would be taken until that meeting had occurred.

(At this stage, Council RESOLVED to suspend Standing Orders to allow three members of the public to address Council).

Two members of the public in attendance advised Council of their opposition to the proposals, and indicated that they were representing the views of a large number of people.

(Following the public representations, Council resumed formal session).

In view of the report from Councillor Spooner and the representations received, Council RESOLVED not to express a view until after the proposed public meeting, when Members would have an opportunity to arrive at a conclusion directly based on the views of a wider audience.

80 PUBLIC AND PRESS

RESOLVED that further to Subsection (1) of Section 2 of the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting during the following 3 No. items, by virtue of the nature of the business to be transacted.

81 TERMS AND CONDITIONS – STAFF MEMBER

RESOLVED that the Council agree to extend the contract of one of the Council’s employees for a further two years and review the situation again at the end of that period.

82 ALLTWEN COMMUNITY CENTRE IMPROVEMENTS

1. The Clerk reported on the prices previously accepted for flooring improvements. Following a review of the proposals and a test undertaken on site, a damp proof membrane would not be needed, but there may be a minor increase in cost as a result of the passage of time. RESOLVED that the report be noted and that the original contractor’s appointment be confirmed on the terms previously indicated. 2. Members received a report on the difficulties in delivering the insulation work in accordance with the previous decision of Council, as the appointed contractor had withdrawn from the contract for technical reasons. Following advice from Welsh Government colleagues, the Clerk had invited two contractors to submit quotations for more limited insulation work in the building. Following consideration, RESOLVED that The Mark Group be appointed to insulate the main hall at a cost of

22 £913.00 plus VAT and that Gateway Construction be appointed to insulate the water tanks at a cost of £117.41 plus VAT.

83 WINDOW CLEANING - ALLTWEN COMMUNITY CENTRE

The Clerk presented an assessment of quotations received in respect of window cleaning at Alltwen Community Centre. Quotations had been sought from 3 No. local contractors, but only 2 No. quotations were duly returned and opened in the presence of the Chairperson and one other Member of Council, both of whom signed the quotations with the Clerk. As indicated to the contractors, in arriving at their decision Members noted the financial value of the two quotations and the methods that the prospective contractors intended to use. RESOLVED that the quotation received from DNA Cleaning Services be accepted.

84 RURAL DEVELOPMENT PLAN

The Clerk reported on his discussions with Neath Port Talbot CBC regarding the provision of amenities to be funded under the Rural Development Plan, capitalising on Rhos’ designation as a “rural ward”. He indicated that benches and a Public Rights of Way Panel could be provided in Rhos Park, and a further panel could be provided either in Gellinudd or Cilybebyll. RESOLVED that the offer be accepted and that the Clerk be authorised to agree specific locations in conjunction with the relevant NPT CBC officer. It was also RESOLVED that the Council order a further panel at its own cost, to be installed in Alltwen.

85 RHOS PARK ACCESS AGREEMENT

The Clerk reported a request from a resident of Neath Road Rhos for permission to enter his rear garden through Rhos Park for the purpose of undertaking work at the rear of his property. Assurances had been sought to protect the Council’s interests and the safety of the public, and the resident had agreed to all the conditions identified. RESOLVED that a short term agreement subject to conditions be issued to Mr M J of Neath Road Rhos.

86 NEATH PORT TALBOT COMMUNITY COUNCILS LIASION MEETING

RESOLVED deferred to the next meeting.

87 CORRESPONDENCE

RESOLVED that the following items of correspondence be actioned as indicated -

1 Alltwen RFC Letter requesting a Joint Meeting Council agrees to the request and to be represented by the Chairperson, Clerk and Alltwen Ward Members who wish to attend.

23 2 National Grid Letter re Closure of Ynysymond Road to facilitate pipeline work Noted that Councillor David Lewis has arranged a public meeting to be attended by officers from National Grid.

9 Mr HL, Cilybebyll E-mail re Licensing Application Plas Cilybebyll Clerk to investigate the circumstances with Neath Port Talbot CBC

RESOLVED that the following items of correspondence be reported to the next meeting of Council -

3 Councillor G Davies Copy letter to NPT CBC re “The Incline” Alltwen 4 Powys County Council E-mail re Powys Local Development Plan 5 One Voice Wales Letter re Queen’s Diamond Jubilee 6 Local Works Request for Support re Planning Powers 7 Independent Remuneration Draft Annual Report December 2011 Panel for Wales 8 RWE npower renewables Consultation Notice re Atlantic Array Offshore Wind Farm

The meeting ended at 9.15 pm

Signed Dated 13 September 2011

24 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 13 September 2011 at 7.00pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall A Melen G Threlfall P Vine A Ames M Spooner G Davies R Lewis E Harris D Lewis

Apologies P Richards C Richards A Ellison B Jones

88 DECLARATIONS OF INTEREST

Councillor M Spooner declared an interest in Agenda Item 6 - Planning Applications.

89 MINUTES OF THE SPECIAL MEETING OF COUNCIL

RESOLVED that the Minutes of the special meeting of Council held on 09 August 2011 be confirmed as a correct record.

90 MATTERS ARISING

1. Further to Minute 79 relating to Traffic Calming in Delffordd, Councillor M Spooner indicated that following consultation, there would be no speed humps in Delffordd, but that better road markings and footway improvements to the school would be introduced. As a result, a public meeting would not be needed. RESOLVED that the situation be noted. 2. Further to Minute 87.9 and the licensing application in resepct of Plas Cilybebyll, the Clerk provided an update following advice from NPT CBC Planning and Licensing. RESOLVED that the update be noted.

91 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

92-95 ) Staff Wages, Expenses ) -- 96 ) City & County of Swansea Pension Contributions ) 2089.61 97 ) Prudential Pension Contributions ) -- 98 Inland Revenue Income Tax and NI 532.60 99 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 257.00 100 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00 101 Celtic Mowers Equipment Repairs 125.69 102 R Lanchbury Reimburse Quarterly Expenses 197.98 103 L Llewellyhn Internal Audit Internal Audit 2010/11 220.00 104 STRI Ltd Site Inspection Travelling 87.74 Expenses

25 105 SWALEC Electricity Rhos CC 149.06 106 Trade UK Building Materials 24.28 107 The Window Centre Window Replacement 110.00 108 Arborum Tree Surveys 480.00 109 South Wales Sports Release of Retention Playing 1790.40 Grounds Ltd Field Improvements 110 Valley Engraving Ltd Community Centre Signs 363.24

RESOLVED that the following receipts be noted –

1 Rhos CC July Income 155.00 2 Rhos AFC July Income PF 18.00 3 Alltwen CC August Income 125.50 4 Rhos CC August Income 73.50

RESOLVED that the sums of £4,000.00 and £2,000.00 be transferred from the Council’s Business Account to its Current Account.

92 PLANNING APPLICATIONS

(Councillor M Spooner declared an interest in this Item, left the Chamber, and took no part in the discussions or voting thereon).

RESOLVED that no objection be made to the following applications -

11/0702 Extension and Porch 75 Alltwen Hill Alltwen 11/0719 Extension 8 Primrose Lane Rhos

RESOLVED that an objection be made to the following application, on the grounds that the site is very prominent on the flank of the Swansea Valley, and that the Council is unlikely to support such a development -

11/0716 Wind Farm Scoping Opinion Land SW of Ystalyfera

93 MAINTENANCE

RESOLVED that the Neath Road access to Rhos Park be added to the list of maintenance items.

94 COMMUNITY CENTRE MANAGEMENT

Councillor A Melen reported on the Swansea Valley meeting of the Western Valleys Regeneration Area in Alltwen Community Centre and the report was duly NOTED.

95 PACT MEETINGS

RESOLVED that the updates received be noted, along with the intentions of South Wales Police to establish a limited “one stop shop” at NPT CBC’s offices in Pontardawe.

26 RESOLVED noted that Chief Superintendent Mark Mathias would be attending the November meeting of Council.

96 TREE SURVEYS

The Clerk referred to the tree surveys commissioned by the Council in respect of Alltwen Community Centre, Gwynfryn Park and Rhos Park. He summarised the comprehensive reports received in respect of each of the sites and identified the priority works recommended in the reports prepared by Arborum Ltd. He also summarised the legal advice received from One Voice Wales regarding obligations relating to Rhos Park and the policy guidance adopted by Neath Port Talbot CBC in repect of tree management.

RESOLVED that -

1. Council adopt a priority approach to the management of trees within its estate, on the basis of arboricultural need 2. Council suspend Financial Regulations in view of the specific inputs received from the survey company, and in the first instance, seek prices from that company for high priority work on the following areas - March Hywel frontage to Rhos Park Group of trees near BMX track at Rhos Park Alltwen Community Centre Gwynfryn Park 3. Medium and low priority work at all sites be deferred at present 4. Gwenda Thomas AM and the lead local resident at March Hywel Rhos be advised of the Council’s intentions.

97 BRYNMORGRUG PLAYGROUND

The Clerk reminded members of an approach received from a landowner developer at the Brynmorgurg estate, and advised that the landholding was now in the ownership of Redrow Homes Ltd. Redrow has requested that the landholding discrepancy which involved the Brynmorgrug Playground should be regularised and had offered to meet the Council’s legal fees to effect a land transfer that would not affect the Council’s existing playground footprint. Council agreed that the situation should be regularised and RESOLVED to accept the offer made by Redrow and to instruct the Council’s legal advisors accordingly.

98 AGENDAS AND MINUTES

Council noted that a request had been received to post copies of the Council’s summons and minutes in the Smiths Arms in Rhos, and acknowledged that there were a number of other premises at which Council papers could be displayed in order to publicise the Council’s activities. RESOLVED that the Clerk write to each of the establishments and subject to receipt of a positivie response, be authorised to circulate the Council summons and minutes for each meeting of Council at participating locations.

27 99 STRI INSPECTION OF RHOS PARK PLAYING FIELD

The Clerk summarised the conclusions of the recent STRI inspection of Rhos Park Playing Field following receipt of their report. He noted in particular that there was likely to be a medium term requirement to invest in the playing field, and that there was a need to plan for this investment in advance. RESOLVED that the matter be referred to the Finance and Development Committee for consideration, and that management of use be discussed with users.

100 AUDIT OF ACCOUNTS 2010/11

The Clerk reported that the Council’s internal auditor had completed his report which indicated that there were no matters which needed to be drawn to the Council’s attention. RESOLVED that the audit be referred to the external auditor appointed by the Wales Audit Office for consideration.

101 RHOS PAVILION

Following discussions with the Chairman of Rhos AFC, the Clerk had drafted possible terms to facilitate use of the Rhos Pavilion for storage by the Club. A response was awaited and it was RESOLVED that the situation be noted.

102 NEATH PORT TALBOT CBC LIAISON COMMITTEE

RESOLVED that the update reports from Councillors A Threlfall and G Davies be noted.

103 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 Councillor G Davies Copy letter to NPT CBC re “The Incline” Alltwen 2 Powys County Council E-mail re Powys Local Development Plan 3 One Voice Wales Letter re Queen’s Diamond Jubilee 4 Local Works Request for Support re Planning Powers 5 Independent Remuneration Draft Annual Report December 2011 Panel for Wales 6 RWE npower renewables Consultation Notice re Atlantic Array Offshore Wind Farm 7 NPT CBC Returning Officer Consultation on Review of Polling Districts etc 8 NPT CBC Legal Letter re West Wales Valuation Panel 9 NPT CVS Information re Training Courses 10 NPT CBC Planning Consultation re NPT Local Development Plan Pre Deposit Draft 11 NPT Citizens Advice Bureau Invitation to AGM 12 One Voice Wales Invitation to Annual Meeting and Courses

28 104 NEXT MEETING

RESOLVED that the next meeting be held in Rhos Community Centre as the last Open Forum was held in Alltwen.

The meeting ended at 9.12 pm

Signed Dated 04 October 2011

29 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of an Open Forum Meeting of Council held on Tuesday 04 October 2011 at 6.45pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall R Lewis P Vine G Threlfall D Lewis A Ellison A Ames A Melen E Harris

11 members of the public were in attendance

Apologies P Richards C Richards G Davies

105 HARRY PATTERSON - GLEISION COLLIERY MINERS

The Chairman referred to the two recent tragedies in the community - at Alltwen where a five year old boy lost his life in a vehicle accident, and at Gleision Colliery Cilybebyll where four miners lost their lives in a mining accident. He also paid tribute and referred to the work of the emergency services and the contributions of all those, from within and outside the community, who had responded to the tragic circumstances.

All present stood to observe a minute’s silence in memory of Harry Patterson, Charles Breslin, Phillip Hill, Garry Jenkins and David Powell.

106 DECLARATIONS OF INTEREST

There were no declarations of interest.

107 ISSUES FOR DISCUSSION

1. Members received representations from Messrs V Gregory and R Watson on behalf of Harry’s Fund - a trust set up to remember Harry Patterson. They explained the wish of Harry’s parents to establish a memorial to Harry that could be used to benefit other young children within the community of Alltwen, and asked Council to consider the establishment of a small park in the grounds of Alltwen Community Centre, where Harry had attended the Parent and Toddler Group. Members expressed their overwhelming support and RESOLVED that the Clerk liaise with the Trust administrators and report back to Council in due course.

2. Council was advised that the Rhos Short Mat Bowls Club had arranged a tournament on Saturday 12 November 2011 in Rhos Community Centre, and was requested to explore possibilities to mitigate car parking problems. RESOLVED that the Clerk liaise with Rhos AFC, Rhos Primary School, the Police and anyone else that could assist.

30 3. Concerns about the Local Development Plan were NOTED, and discussion was referred to the relevant agenda item in the meeting immediately following.

4. Concern was expressed regarding the environmental problems caused by empty lorries travelling along Graig Road Gellinudd, and the noise arising from the condition of the road. Suggestions regarding traffic management were offered. RESOLVED that the Clerk write to Neath Port Talbot CBC Transportation to establish whether anything could be done to alleviate the problems and introduce traffic management.

The meeting ended at 7.20 pm

Signed Dated 01 November 2011

31 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 04 October 2011 at 7.21pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall R Lewis P Vine G Threlfall D Lewis A Ellison A Ames A Melen E Harris

Apologies P Richards C Richards G Davies

108 DECLARATIONS OF INTEREST

There were no declarations of interest.

109 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the Monthly Meeting of Council held on 13 September 2011 be confirmed as a correct record.

110 MATTERS ARISING

Further to Minute 96.2 relating to the tree surveys undertaken on all Council property, the Clerk summarised the prices received from Arborum Ltd. RESOLVED that priority work be undertaken at Alltwen Community Centre and along the March Hywel boundary of Rhos Park, that the quotations received in the respective sums of £875.00 and £1225.00 plus VAT respectively be accepted, and that other work be reviewed in due course.

111 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

111-114) Staff Wages, Expenses ) 2209.08 115 ) City & County of Pension Contributions ) Swansea 116 ) Prudential Pension Contributions ) 117 Inland Revenue Income Tax and NI 585.87 118 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 257.00 119 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00 120 SWALEC Electricity Alltwen CC 125.69 121 NPT CVS 2011 Membership Fee 10.00 122 SWALEC Electricity Rhos Pavilion 15.72 123 DNA Cleaning Window Cleaning Alltwen CC 72.00 124 Apex Direct Cleaning Materials 66.66 125 County Contracts Flooring Alltwen CC (WV) 2880.00 Flooring

32 RESOLVED that the following receipts be noted –

1 Alltwen CC September Income 222.50 2 Rhos CC September Income 97.50

RESOLVED that the sum of £6,000.00 be transferred from the Council’s Business Account to its Current Account.

112 PLANNING APPLICATIONS

Council considered the following application, noted comments from the applicant and from the Local Planning Authority officers, and reviewed its previous response to Application No. 2009/0405. As there are clearly legal disputes occuring regarding the description of the applicaton and its merit in the context of planning policy, Council considered that this consultation is beyond its remit and competence and subsequently RESOLVED that no substantive view should be expressed.

11/0553 Retention of Building and Use as Coed y Nant Bran Hendre Las a Dwelling House Farm Rhos

113 MAINTENANCE

RESOLVED that the Clerk’s report be noted and that work on the entrance door at Rhos CC be added to the list.

114 COMMUNITY CENTRE MANAGEMENT

RESOLVED that in view of the extenuating circumstances arising at Rhos Community Centre as a result of the Gleision Colliery Tragedy, an ex gratia payment be made to the caretaker in a sum agreed by Members.

115 PACT MEETINGS

There were no substantive reports relating to PACT meetings.

116 APPLICATIONS FOR FINANCIAL ASSISTANCE

The Clerk outlined the Council’s budget situation for the provision of financial assistance and offered a brief summary of each of the applications received.

RESOLVED that the following applications be supported in the sums indicated -

5 Alltwen Senior Citizens £100.00 6 Hari Kieft Fund £250.00

Further RESOLVED that the Gleision Colliery Miners Fund be supported in the sum of £400.00

33 RESOLVED that the following applications be not supported -

1 Victim Support Cymru 2 Shelter Cymru 3 Urdd National Eisteddfod Eryri 2012 4 NSPCC

117 CEMETERY MAINTENANCE

The Clerk reported on Council’s previous practice of assisting with the cost of cemetery maintenance within the community, and confirmed that a budget of £650 had been set aside by Council. RESOLVED that contributions in the following sums be made – Capel yr Alltwen £300 Ebeneser Rhos £150 St John’s Cilybebyll £150 St John’s Church memorial garden Alltwen £ 50

118 NEATH PORT TALBOT LOCAL DEVELOPMENT PLAN PRE-DEPOSIT CONSULTATION DRAFT

(In view of the attendance by several Members of the Public and their wish to make statements to Council, the Chairman responded to a decision by Council to suspend Standing Orders, and allowed the public to speak for 10 minutes before reconvening Council in formal session).

Following the statements by Memebrs of the Public, the Clerk provided a comprehemsive summary of the Pre-Deposit Consultation Draft of the Neath Port Talbot Local Development Plan, covering each section of the document in turn. Given that the Draft is largely strategic in nature, Council took the view that most of the issues that it might be concerned about in a strategic context are covered, but RESOLVED to respond to Neath Port Talbot CBC in the following terms –

Council’s representations on candidate sites were generic and focussed on the need for allocations to be made only where they supported communities and were properly served by relevant infrastructure. Council is encouraged to note that the Pre-Deposit Draft does reflect these principles. Council welcomes the conclusion that neither the Bryn Brych site in Rhos nor the Ynysymond Road site in Alltwen is preferred, and advises that it would not be supportive of any assessment that reversed this position by recommending allocation of these sites. Council welcomes the intention to endorse the existing Green Wedge allocation around Alltwen, Gellinudd and Rhos, and looks forward to seeing this allocation on plan so that it may review its implications for individual land parcels and communities. Council confirms that it will wish to comment in greater detail when settlement limits and other allocations are available for scrutiny.

34 119 ALLTWEN COMMUNITY CENTRE IMPROVEMENTS

The Clerk updated Members on progress with improvements at Alltwen Community Centre, and specifically mentioned the need for some further latitude in delivering insulation upgrades. RESOLVED that the Clerk’s report be noted and that he be authorised to expedite insulation improvements to meet the terms of the grant funding body.

120 RHOS PAVILION

RESOLVED that an update be provided to the next meeting of Council.

121 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 NPT CBC Legal Letter re Code of Conduct Training 2 One Voice Wales Letter re Annual Conference & Journal 3 NPT CVS Journal 4 NPT CBC Legal Minutes of Community Council Liaison Forum

RESOLVED that the following item of correspondence be actioned as indicated

5 CCS Pension Fund Letter re LGPS Pension Administration Strategy Council to sign the Certificate indicating that it will comply with the requirements of the LGPS Pension Administration Strategy.

122 ANY OTHER URGENT BUSINESS

RESOLVED that the Clerk report surface problems on Footpath 31 to Neath Port Talbot CBC.

The meeting ended at 9.15 pm

Signed Dated 01 November 2011

35 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 01 November 2011 at 7.00pm in the Alltwen Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall A Melen G Threlfall P Vine A Ames M Spooner G Davies R Lewis D Lewis P Richards C Richards A Ellison

Apologies B Jones E Harris

123 DECLARATIONS OF INTEREST

Councillor M Spooner declared an interest in Agenda Item 8 - Planning Applications.

124 CHIEF SUPERINTENDENT MARK MATHIAS, SOUTH WALES POLICE

The Chairman advised Members that Chief Superintendent Mark Mathias had been unavoidably detained and would be unable to attend the meeting. RESOLVED noted.

125 MINUTES OF THE OPEN FORUM MEETING OF COUNCIL

RESOLVED that the Minutes of the Open Forum meeting of Council held on 04 October 2011 be confirmed as a correct record.

126 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the Monthly meeting of Council held on 04 October 2011 be confirmed as a correct record.

127 MATTERS ARISING

3. Further to Minute 105 relating to the Gleision Colliery Tragedy, the Clerk referred to a letter from Councillor R Lewis enquiring as to whether any discussions relating to a memorial were taking place. The Clerk advised members of his conversation with the office of Peter Hain MP, and it was RESOLVED that the position be noted at present. 4. Further to Minute 107.2 and the proposed Short Mat Bowls event, the Clerk reported that he had been advised by the Club that the event had been cancelled, and the matter was NOTED. 5. Further to Minute 110 and the intentions of the contractor regarding any trees felled, the Clerk reported that an allowance had been made in the price quoted for the value of felled timber, but that individuals were able to approach the contractor on site with reasonable requests. RESOLVED noted.

36 128 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

126-129 ) Staff Wages, Expenses ) -- 130 ) City & County of Pension Contributions ) 2197.36 Swansea 131 ) Prudential Pension Contributions ) -- 132 Inland Revenue Income Tax and NI 539.95 133 Neath Port Talbot CBC Non Domestic Rates Alltwen 257.00 CC 134 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00 135 Alltwen Senior Citizens Donation 100.00 Club 136 Hari Keift Fund Donation 250.00 137 Swansea Valley Miners Donation 400.00 Appeal Fund 138 Capel yr Alltwen Cemetery Maintenance 300.00 Contribution 139 Ebeneser Rhos Cemetery Maintenance 150.00 Contribution 140 Cilybebyll Parish Cemetery Maintenance 150.00 Churchyard Maintenance Contribution Fund 141 Cilybebyll PCC Memorial Garden Maintenance 50.00 Contribution 142 Perfoming Rights Society Royalties 50.40 143 Lliw Building Supplies Building Materials 59.47 144 Trade UK Ltd Building Materials 38.91 145 NPT CBC Trade Waste Charge Alltwen 149.47 CC 146 NPT CBC Trade Waste Charge Rhos CC 149.47 147 Dwr Cymru Welsh Water Water Charges Alltwen CC 143.45 148 Dwr Cymru Welsh Water Water Charges Rhos CC 168.85

RESOLVED that the following receipts be noted –

1 Alltwen CC October Income 386.50 2 Rhos CC October Income 226.50 3 Rhos AFC August/September Income PF 123.00

RESOLVED that the sum of £6,000.00 be transferred from the Council’s Business Account to its Current Account.

129 PLANNING APPLICATIONS

(Councillor M Spooner declared an interest in this Item, left the Chamber and took no part in the discussion or voting thereon)

37 RESOLVED that no objection be made to the following applications -

11/0542 Detached Dwelling (Amended Land adj 52 Gwyn Street Alltwen Plan) 11/0686 Entrance Porch Tanyrallt House Alltwen Hill Alltwen 11/0685 Overspill Car Park Lad adj 7/8 Mill Row Alltwen

RESOLVED that Council defer consideration of the following application pending receipt of additional information -

11/0508 Extensions Llety’r Gof Farm Cwm Nant Llwyd Road Gellinudd

130 MAINTENANCE

RESOLVED that the Clerk’s report on maintenance be noted.

131 COMMUNITY CENTRE MANAGEMENT

1. Further to Minute 26 of Council on 03 May 2011, the Clerk reported on a price received for radiator repairs in Rhos Community Centre and on the possibility of installing a further timeclock control. He informed Members of the advice received that the repair of single radiators could give rise to further work following the changes in pressure from installation of a new boiler. On that basis, the cost of replacing radiators wth new high efficiency radiators had also been sought with the Chairman’s agreement. RESOLVED that Council accept a quotation from J B Heating Ltd for the replacement of radiators in Rhos Community Centre and the installation of an additional timeclock, in the toal sum of £2,036.00 plus VAT.

2. The Clerk referred to the approach received from the administrators of Harry’s Fund, and advised Members that he had met with them to explore the possibility of establishing a park in the grounds of Alltwen Community Centre. He indicated that a “without prejudice” meeting with a landsacpe architect had been set up, and it was RESOLVED that a further report be submitted to Council in due course.

3. RESOLVED that the Clerk explore the possibiltiy of acquiring crockery and glassware for Alltwen Community Centre.

132 PACT MEETINGS

Councillor A Ames submitted a report regarding the recent meeting at Rhos Community Centre, where key issues had involved dog fouling, children swimming in the river, and speeding lorries. RESOLVED that the report be noted along with the announcement that Alltwen PACT would meet on the following week.

38 133 ALLTWEN RFC JOINT MEETING

The Clerk submitted a report of the recent joint meeting held with representatives of Alltwen RFC. Members responded positively to the representations received and ackowledged that there might be mutual benefits arising from joint working, although details would have to be considered carefully. RESOLVED that the Council agree in principle to partnership working with Alltwen RFC and that the Clerk meet representatives to scope the joint agenda and report back to Council in due course.

134 RHOS PAVILION

The Clerk reported that he had received a positive response from the Chairman of Rhos AFC regarding the terms under which use of Rhos Pavilion by the Club might be agreed. RESOLVED that the Clerk continue with the discussions and report back to Members in due course.

135 CHRISTMAS EVENT ALLTWEN TRIANGLE

The Clerk reported that the usual arrangements were now in hand for the Alltwen Triangle Christmas event, and that this year, the lights on the tree would be lit in memory of Harry Patterson, and would be available for sponsorship by individuals in order to raise funds for Harry’s Fund. He also indicated that he had received advice from the Police, from Neath Port Talbot CBC and from the Council’s insurers. RESOLVED that the report be noted.

136 RHOS PARK ACCIDENT

The Clerk advised Members of an accident that occurred recently in Rhos Park. He confirmed that he had been in touch with the parents of the little girl involved, that he had informed the Council’s insurers as a matter of procedure, and that he was waiting to see if there were any further developments. RESOLVED that the incident be noted and that a further report be received if this became necessary.

137 SCHOOL AND COMMUNITY EVENTS

The Chairman expressed his view that some form of joint school and community event might prove to be popolar in Rhos, and indicated that he would be grateful if Members could also explore whether this might find favour in Alltwen. RESOLVED that the Chair explore opportunities further with relevant Members and with the two schools.

138 NEATH PORT TALBOT AREA COMMITTEE OF ONE VOICE WALES

The Chairman summarised recent proceedings at the meeting of the Area Committee of One Voice Wales. RESOLVED noted.

39 139 NEATH PORT TALBOT CBC COMMUNITY COUNCILS LIAISON COMMITTEE

Councillor A Threlfall and G Davies summarised recent proceedings at the meeting of the Neath Port Talbot CBC Community Councils Liaison Committee. RESOLVED noted.

140 CORRESPONDENCE

RESOLVED that the following item of correspondence be noted -

2 CPRW Journal

RESOLVED that the following item of correspondecne be actioned as indicated - 1 Mr M Oliver Delffordd Rhos Letter re No Cold Caller Zone Further information be sought.

141 ANY OTHER URGENT BUSINESS

1. Members were made aware of concerns for the future of Gellinudd Hospital in view of restructuing proposals from Abertawe Bro Morgannwg University Health Board. RESOLVED that the Clerk write to the Board to seek clarification of intentions. 2. RESOLVED that the Clerk seek information regarding Bus Service 122 operating through Rhos.

The meeting ended at 8.37pm

Signed Dated 06 December 2011

40 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of a Meeting of the Finance and Development Committee of the Council held on Tuesday 22 November 2011 at 7.00 pm in the Alltwen Community Centre.

Presiding Councillor D Atkins

Present Councillors A Threlfall A Ames G Threlfall

Apologies Councillor A Melen B Jones

142 DECLARATIONS OF INTEREST

Councillors A Threlfall A Ames G Threlfall declared an interest in the following item.

143 CHARGES AT COUNCIL FACILITIES

The Clerk reminded Members that Council had a duty to review charges on an annual basis.

With regard to the Council’s two community centres, he referred to a policy adopted at Council on 04 December 2007 (Minute 107 refers) which involved a commitment to equalise charges over a number of years, and updated Members on the current circumstances. Members RESOLVED to recommend to Council that the cost of hiring rooms at Alltwen CC and Rhos CC remain the same in 2012-13 as they are in 2011-12.

The Clerk also advised members of the current charging regime with regard to Rhos Park Playing Field, along with comparative charges for the use of similar facilities. Members reflected on the improvements which have recemtly been completed, and the fact that hire of pitches also covers hire of changing facilities, if required. RESOLVED to recommend to Council that charges for senior, junior and mini football matches be increased to £24, £12 and £5 per match respectively.

144 CAPITAL PROJECTS 2011-12

The Clerk referred to the Council’s allocation of £20,383 for capital schemes within its 2011-12 budget (Minute 111, Finance and Development Committee, 23 November 2010, and Minute 121, Council, 07 December 2010 refer).

Members received updates on the ongoing schemes at Alltwen Community Centre and Rhos Community Centre Changing Rooms, and an explanation as to the budget and grant claim apportionment over 2010-11 and 2011-12. Further information was provided regarding other capital commitments made, and the Clerk advised Members that a full commitment of its capital budget was expected for 2011-12.

41 It was noted that the Council’s capital allocation had levered significant external funding, over the two financial years ending 31 March 2012.

RESOLVED that Council be recommended to note the report.

145 CAPITAL PROJECTS 2012-13

Members were provided with scoping reports which outlined possible schemes for consideration as part of its capital programme commitment for 2012-13. Following discussion of the merits of individual schemes and the need for feasibility and investigative work to inform anticipated cost and grant bids, it was RESOLVED that Council be recommended to approve the following for further consideration as indicated -

1. Appoint consultants to advise on specification and costs - Alltwen CC - Health and Safety Improvements Alltwen CC - Boiler and Radiator Replacement Alltwen CC - Internal Porch Rhos CC - Roof and Gutter Repair/Replacement Rhos CC - Toilet Refurbishment

2. Include as capital programme for pricing - Alltwen CC - Roof Section remaining and facing Dyffryn Road Alltwen CC - Replacement of Windows remaining in Toilet Block Rhos CC - Flooring adjacent to Bronwen’s Room and near Fire Exit

3. Hold in abeyance pending further information/discussions - Alltwen CC - Unders Alltwen CC - Potential for a Children’s Park Rhos CC - Car Park Resurfacing Gwynfryn Park - Further Improvement of Boundary to PROW Alltwen RFC - Investments arising from Partnership Working

It was further RESOLVED that Council be recommended to -

Consider establishing a fund for improvement of Rhos Park Playing Field Investigate packages of work, to match grant funding opportunities . 146 BUDGET ESTIMATES AND PRECEPT FOR 2012-13

The Clerk submitted his report on the 2012-13 budget estimates, based on anticipated expenditure and income in 2011-12. Respective heads of expenditure were considered, and Members discussed the possible obligations that might be placed on the budget, particularly the need to budget for elections in May, and the need to continue with a significant capital programme supported by external grant. Members noted reserves were more likely to be healthy at the end of the financial year, although VAT implications needed to be assessed. Expenditure options, precept options and the implications for Council Tax were considered.

RESOLVED that Council be recommended to:

42

1 Agree the Clerk’s report on estimates for 2012-13; 2 Levy a Precept in the sum of £80,000.00 for the financial year 2012-13.

The meeting ended at 9.15 pm.

Signed Dated 06 December 2011

43 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 06 December 2011 at 7.00pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall R Lewis G Threlfall D Lewis A Ames A Melen E Harris

Apologies P Richards C Richards G Davies P Vine B Jones M Spooner

147 DECLARATIONS OF INTEREST

There were no declarations of interest at the start of the meeting.

148 CHIEF SUPERINTENDENT MARK MATHIAS, SOUTH WALES POLICE

The Chairman welcomed Chief Superintendent Mark Mathias of South Wales Police, who addressed Council and outlined the changes which were presently taking place within South Wales Police. He clarified how these changes would affect policing in the Cilybebyll area, and reassured Members that he was committed to the provision of effective policing through the deployment of police officers and Police Community Service Officers. He referred to the work of PCSO Sam Brookman in the area and commended the whole community for its response to the recent Gleision Mine tragedy. Members posed a variety of questions and Superintendent Mathias responded accordingly. Chief Superintendent Mathias was thanked for his attendance, and it was RESOLVED that the discussion be noted.

149 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the Monthly Meeting of Council held on 01 November 2011 be confirmed as a correct record.

150 MATTERS ARISING

1. Further to Minute 128.2 RESOLVED noted that the receipt relating to Rhos CC was £225.50 and not £226.50 2. Further to Minute 140.1 relating to a request for support in respect of a Cold Caller Zone in Delffordd Rhos, RESOLVED that the present request be not supported, but that the applicant be asked to monitor the effectiveness and be advised that a future application could be considered in the context of Council’s policy for supporting applications for financial assistance. Further RESOLVED that Council’s concerns regarding the setting of a precent be noted and that, consequently, the invitation to promote such activities be not accepted and any such initiatives be dealt with on a case by case basis.

44 151 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

149-152) Staff Wages, Expenses ) --- 153 ) City & County of Pension Contributions ) 2234.08 Swansea 154 ) Prudential Pension Contributions ) --- 155 Inland Revenue Income Tax and NI 608.33 156 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 257.00 157 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00 158 Apex Direct Cleaning Materials 100.98 159 Lliw Building Supplies Building Materials 28.07 160 Trade UK Building Materials 157.28 161 British Gas Business Gas Rhos CC 570.39 162 DNA (Wales) Ltd Window Cleaning Alltwen CC 72.00 163 Society of Local Council Membership 2012 140.00 Clerks 164 One Voice Wales Chairman’s Training Course 25.00 165 Spick and Span Gwynfryn Park Maintenance 180.00 166 Fire Protection Services Fire Extinguisher Maintenance 120.35 167 Cilybebyll PCC Christmas Event Donation 25.00 168 Cwmtawe & District Christmas Event Donation 100.00 Youth Band 169 R Lanchbury Quarterly Reimbursement 209.38 Expenses etc 170 STRI Ltd Subscription 2012 516.00 171 Corona Energy Gas Alltwen CC 773.18 172 Arborum Tree Management Work Alltwen 2520.00 CC and Rhos Park 173 Gateway Construction Grilles Rhos CC and Insulation 500.89 Alltwen CC

RESOLVED that the following receipts be noted –

1 Rhos AFC October Income PF 154.00 2 Alltwen CC November Income 193.00 3 Rhos CC November Income 127.00 4 Rhos AFC November Income PF 71.00

RESOLVED that the sum of £10,000.00 be transferred from the Council’s Business Account to its Current Account.

152 PLANNING APPLICATIONS

11/0508 Extensions Llety’r Gof Farm Cwm Nant Llwyd Road Gellinudd Council RESOLVED that consideration of the above application be deferred given that it is to be resubmitted and amended information is to be made available.

11/0758 Residential Development Land at Edward Street Alltwen

45 Council RESOLVED that no objection be made to the above application, subject to the following observations - Access into the site is inadequate with a series of confined turns required, and for this reason, Council would request consideration of a mini roundabout at the junction with Edward Street, even if this involves acquisition of land from a third party. Foul sewer problems have occurred on this site in the past, and an upgrade of the DCWW sewer should, therefore, be required as a pre- requisite of an approved development, and be completed before completion or occupation of any dwellings. Brynmorgrug is subjected to signficant flows of surface water emanating from rock outcrops and adequate provision needs to be made to cope with this problem.

11/0871 Extension and Porch Afallon 4 Brondeg Lane Alltwen RESOLVED noted that the above application has been approved already.

11/0974 C/U to Childrens Soft Play Unit A Alltwen Industrial Estate Centre RESOLVED that no objection be made to the above application subject to the Council’s concerns regarding the adequacy of the access and of Lon Hir to cope with additional traffic.

11/0993 Works to TPO Trees Nant Arian, 40A Derwen Road Alltwen RESOLVED that no objection be made to the above application, subject to the views of the NPT CBC arboricultural officer.

11/0994 Roof Conversion 57 Pen yr Alltwen Alltwen 11/0999 Vehicular Access Glais Road Alltwen RESOLVED that no objection be made to the above applications

153 MAINTENANCE

RESOLVED that the Clerk’s report be noted and that cleaning of the vents at Rhos CC be added to the list.

154 COMMUNITY CENTRE MANAGEMENT

RESOLVED that the letter from the Perfoming Rights Society be noted.

155 PACT MEETINGS

There were no substantive reports relating to PACT meetings.

156 FINANCE AND DEVELOPMENT COMMITTEE

RESOLVED that the Minutes of the Finance and Development Committee held on the 22 November 2011 be adopted, and in particular that the Council’s precept for the financial year 2012/13 be endorsed as £80,000.00 (Minute 146 refers).

46 157 HARRY’S FUND

(Councillor D Lewis declared an interest in Item 1 below and took no part in the discussions or voting thereon)

1. The Clerk advised Members of his discussions with the administrators of Harry’s Fund regarding the possibility of a memorial park within the grounds of Alltwen CC. He referred to the involvement of Groundwork Bridgend Neath Port Talbot, and to his involvement in drafting a Brief for design work on behalf of the Council and the administrators, as joint clients. He confirmed that no commitment had been made on behalf of the Council to date but that a further report would be submitted when Groundwork had responded to the Brief. RESOLVED that the report be noted and endorsed.

2. The Clerk reported that Harry’s Fund was seeking charity registration and that there was a need to respond to Commissioners’ questions, which were divulged to Council, regarding their charitable purpose to provide a memorial park. RESOLVED that Council agree to -

support the provision of a playground facility on its land at Alltwen CC assume responsibility for and maintain the playground when provided work with and receive support from the charity’s trustees regarding future improvement, development and maintenance of the Park.

158 EXTERNAL AUDITOR’S REPORT – ACCOUNTS 2010/11

The Clerk indicated that the Council’s external auditors had issued an unqualified report and opinion on the Council’s Accounts for 2010/11. RESOLVED that the Chair be authorised to sign the Annual Return accordingly.

159 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 NPT CBC Chief Executive Letter re Community Council Election 2012 2 NPT CBC Transportation Letter re Bus Services 3 One Voice Wales Letter re Training Issues 4 National Grid Letter re Pipeline Work Alltwen 5 City & County of Swansea Consultation re Planning Guidance

RESOLVED that the following item of correspondence be actioned as indicated

6 Alltwen RFC E-mail re Alltwen RFC Car Park Council to investigate the issue and Clerk authorised to take advice as appropriate.

The meeting ended at 9.15 pm

Signed Dated 03 January 2012

47 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 03 January 2012 at 7.00pm in the Alltwen Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall G Threlfall D Lewis A Melen E Harris G Davies P Vine B Jones A Ellison

Apologies P Richards C Richards R Lewis A Ames

160 DECLARATIONS OF INTEREST

Councillor A Ellison declared an interest in Item 6 - Planning Applications, at the start of the meeting.

161 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the Monthly Meeting of Council held on 06 December 2011 be confirmed as a correct record.

162 MATTERS ARISING

3. Further to Minute 148 and the presentation by Chief Superintendent Mark Mathias of South Wales Police, RESOLVED that a letter be sent to Superintendent Mathias offering congratulations on the award of the Queen’s Police Medal in the New Year Honours list. 4. Further to Minute 152 relating to planning application P2011/0758, Land at Edward Street Alltwen, RESOLVED to note amendments without altering Council’s previous observations, and to note that Councillor D Lewis was to arrange a public meeting for local residents.

163 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

174-177) Staff Wages, Expenses ) 178 ) City & County of Pension Contributions ) 1844.12 Swansea 179 ) Prudential Pension Contributions ) 180 Inland Revenue Income Tax and NI 489.21 181 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 257.00 182 Neath Port Talbot CBC Non Domestic Rates Rhos CC 330.00 183 JB Heating (UK) Ltd CH Radiators Rhos CC (WV) 2443.20 184 O Jones Christmas Trees 90.00 185 Trade UK Building Materials 21.06

48 186 Corona Energy Gas Alltwen CC 290.89 187 SWALEC Electricity Alltwen CC 141.63 188 SWALEC Electricity Rhos CC 290.02 189 SWALEC Electricity Rhos Pavilion 28.64 190 Edmunds Webster Ltd Rhos CC Changing Rooms 2154.82 Release of Retention (WV)

RESOLVED that the following receipts be noted –

1 Rhos CC December Income 105.00

RESOLVED that the sum of £9,000.00 be transferred from the Council’s Business Account to its Current Account.

164 PLANNING APPLICATIONS

11/0265 Extensions 20 Edward St Alltwen RESOLVED no objection to the above application, subject to an appropriate form of construction for the parking bay, bearing in mind the loss of the garage space, and the nature and condition of the public highway immediately outside.

11/1073 Raise Roof, Extension and Garage Glen View, High Street Alltwen NOTED that the above application has been withdrawn and is to be resubmitted.

11/1129 Works to TPO Trees Ty’n yr Heol Cilybebyll RESOLVED no objection to the above application, subject to the views of the NPT CBC arboricultural officer.

165 MAINTENANCE

There were no substantive reports relating to maintenance.

166 COMMUNITY CENTRE MANAGEMENT

There were no substantive reports relating to community centre management.

167 PACT MEETINGS

There were no substantive reports relating to PACT meetings.

168 ALLTWEN TRIANGLE CHRISTMAS TREE

Councillor D Lewis reported that in view of the ongoing work which had been undertaken on the gas pipeline in the vicinity of Ynysymond Road Alltwen, National Grid had offered to donate a permanent Christmas Tree and new lights for Alltwen Triangle. The tree would be accompanied by a suitable plaque indicating that the tree was provided for the benefit of the children of Alltwen in memory of Harry Patterson. Councillor Lewis confirmed that Neath Port Talbot CBC officers would be involved in making the arrangements.

49 RESOLVED that Council agree to the proposal in prionciple, and that the Clerk engage with the relevant parties and report back to Council in due course.

169 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 NPT CBC Highways Letter re Highway Maintenance 2 One Voice Wales Notice of Area Committee 3 National Assembly for Consultation re Local Government Byelaws Wales (Wales) Bill 6 NPT CVS Journal

RESOLVED that the following items of correspondence be actioned as indicated -

4 NPT CBC Notice of Community Plan Partnership Annual Seminar Councillor A Threlfall to attend on behalf of Council.

5 Independent Remuneration Final Report for 2012/13 Panel for Wales A further report be submitted to the next meeting of Council.

170 ANY OTHER URGENT BUSINESS

1. RESOLVED noted that NPT CBC were undertaking work at Pont Jemima on Ynysymond Road Alltwen. 2. Following representations regarding the need for allotments within the community, RESOLVED that the Clerk engage with officers at NPT CBC regarding the possibility of a feasibility study to investigate the potential use of Council owned land at the former Alltwen Park. 3. Following discussions between Councillor D Lewis and officers of NPT CBC, RESOLVED that the Clerk contact officers of Alltwen RFC to establish their interest in a tripartite exploratory meeting regarding ownership of the Alltwen RFC Playing Field, and advise the officers of NPT CBC accordingly following a response.

The meeting ended at 7.55 pm

Signed Dated 07 February 2012

50 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of a Meeting of the Finance and Development Committee of the Council held on Tuesday 31 January 2012 at 7.00 pm in the Alltwen Community Centre.

Presiding Councillor D Atkins

Present Councillors A Threlfall A Ames G Threlfall G Davies

Apologies Councillors A Melen B Jones

171 DECLARATIONS OF INTEREST

There were no declarations of interest at the start of the meeting.

172 CAPITAL PROJECTS 2011-12

The Clerk submitted a budget reconciliation report on the completed capital schemes at Alltwen Community Centre and Rhos Community Centre Changing Rooms. Members noted that the schemes had resulted in over £112,000 of investment and expenditure in 2010-11 and 2011-12. Whilst there has been a marginal overspend on the Alltwen scheme, there was a marginal underspend on the Rhos scheme, and as a result the overall spend was as agreed in the capital budget.

RESOLVED that Council be recommended to note the report.

173 CAPITAL PROJECTS 2012-13

Further to Minute 145 of the Finance and Development Committee on 22 November 2011, as confirmed by Minute 156 of Council on 06 December 2011, Members were provided with a scoping report of possible actions to progress potential schemes in the 2012-13 capital programme. Following a detailed discussion, Members identified a programme of work for the Clerk to pursue.

It was RESOLVED that - The Clerk undertake the necessary investigations; A further report be submitted to the Committee in due course to facilitate recommendations to Council. . 174 GROUNDS MAINTENANCE 2012-13

The Clerk reminded Members of the contractual arrangements which had been entered into for 2010-11 and 2011-12, and indicated that a review of current arrangements would be appropriate before agreeing a way forward for the coming financial year. He drew attention to the demands arising from the Specialist Renovation and Maintenance specification, and indicated that there were possible alternatives to the delivery of this specification that could be explored.

51

RESOLVED that the Clerk discuss the requirements with the Council’s advisors, STRI Ltd., and with the present contractor, and report back to the Committee in March.

The meeting ended at 9.15 pm.

Signed Dated 07 April 2012

52 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 07 February 2012 at 7.00pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall R Lewis G Threlfall D Lewis A Ames A Melen E Harris P Vine M Spooner

Apologies P Richards C Richards G Davies B Jones

175 DECLARATIONS OF INTEREST

Declarations of interest were expressed by Councillor M Spooner in relation to Item 6 on the agenda and Councillor D Lewis in relation to Item 11.

176 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the Monthly Meeting of Council held on 03 January 2012 be confirmed as a correct record.

177 MATTERS ARISING

5. Further to Minute 168 relating to the Alltwen Triangle Christmas Tree, RESOLVED that the Clerk’s report be noted and that he engage with officers from NPT CBC, and that subject to his reporting to the Chair and Vice-Chair, he be authorised to engage further with National Grid. 6. Further to Minute 169.3 relating to the Local Government (Wales) Byelaws Bill, RESOLVED that the representations of One Voice Wales be noted. 7. Further to Minute 170.1 relating to work at Pont Jemima Alltwen, RESOLVED noted that the work was undertaken by the national residual body responsible for redundant railtracks and not by NPT CBC.

178 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

191-194) Staff Wages, Expenses ) 195 ) City & County of Swansea Pension Contributions ) 2016.53 196 ) Prudential Pension Contributions ) 197 Inland Revenue Income Tax and NI 529.20 198 Lliw Building Supplies Building Materials 13.54 199 Mazars LLP External Audit Fee 2010/11 660.00 200 Corona Energy Gas ACC 395.44 201 British Gas Business Gas Rhos CC 799.80 202 Hurley and Davies Rhos CC Changing Rooms 300.00 Final Payment Fees (WV) 203 Mark Group Loft Insuln Alltwen CC (WV) 1814.99 53

RESOLVED that the following receipts be noted –

1 Rhos CC December Income 105.00 3 Alltwen CC December/January Income 480.00 4 Rhos CC January Income 129.00 5 Rhos AFC December/January Income PF 20.00 6 Sponsors Christmas Tree Sponsorship 2011 270.00

RESOLVED that the sum of £7,000.00 be transferred from the Council’s Business Account to its Current Account.

179 PLANNING APPLICATIONS

(Councillor M Spooner declared an interest in this Item, left the Chamber and took no part in the discussions or voting thereon).

RESOLVED no objection to the following applications -

11/1074 2 Dwellings and Condition Discharge Glen View, High Street Alltwen 12/0064 Retention & Completion of Lletty’r Gof Farm Underground Swimming Pool Cwmnantllwyd Road Gellinudd 12/0067 Extension 89 Brynmorgrug Alltwen 12/0110 Extension 29 Dyffryn Road Alltwen

180 MAINTENANCE

RESOLVED that the Clerk’s report be noted, but that the lane between Rhos Park and Neath Road be examined once again.

181 COMMUNITY CENTRE MANAGEMENT

RESOLVED -

1. that the Clerk be authorised to renegotiate and agree the terms of the Council’s electricity contracts 2. that a new cleaning machine be purchased for use at Rhos Community Centre on the terms made known to Council, unless the Clerk was able to agree a more favourable price with the supplier.

182 PACT MEETINGS

There were no substantive reports relating to PACT meetings.

183 FINANCE AND DEVELOPMENT COMMITTEE

RESOLVED that the Minutes of the Finance and Development Committee held on the 31 January 2012 be adopted, subject to the Clerk seeking an urgent early site visit from the STRI Ltd regarding Rhos Park Playing Field (Minute 174 refers) and speaking with Rhos AFC.

54

184 HARRY’S FUND

The Clerk referred to Minute 157 of Council on the 6 December 2011 and updated Members on progress achieved to date. He specifically referred to discussions with the Fund administrators regarding a partnership agreement and their support for a maintenance fund, progress in respect of the commissioning of Groundworks Bridgend Neath Port Talbot, and an offer to provide funding in the current finaial year which involved no capital contribution from the Council.

(Councillor D Lewis declared an interest in respect of Groundwork and left the Chamber until the full motion was put, but took no part in the discussions or voting thereon).

RESOLVED that Council -

enter into a partnership agreement with Harry’s Fund, and instruct the Clerk to draw up an agreement accordingly; become joint clients for the commissioning and delivery of Harry’s Park and appoint Groundwork Neath Port Talbot on behalf of the joint clients in the terms indicated to Council; liaise with Groundwork and pursue implementation of the first phase of work through appropriate contracts to ensure expenditure of the requisite funding offered by 31 March 2012; grant delegated powers to the Chair, Vice-Chair and Clerk to faciliate progress in terms of appointments and contractual matters arising from the above.

185 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 Welsh Government Consultation on date of LG Elections 3 Independent Final Report for 2012/13 Remuneration Panel for Wales 4 Welsh Government S137 Expenditure Limit and Borrowing 2012/13 5 NPT CVS Invitiation to Budget Briefing 6 Powys CC E-Mail re LDP Cadidate Sites Register 7 NPT CBC Notice of CC Liaison Forum 8 Kidney Wales Foundation Information Pack re “Opt for Life” Campaign 9 NWE Renewables Information re Atlantic Array Offshore Wind Farm 11 High Sheriff Notice re High Sheriff Award

RESOLVED that the following items of correspondence be actioned as indicated -

2 ROSPA Playground Inspections Offer of Services Inspection of the Rhos Park Playground be requested. 55

10 Redrow Homes Request re Brynmorgrug Playground Council agree in principle to the use of the Playground as a mobile sales office, but seek further information regarding the extent and layout proposed, the terms arising, and arrangements for communicating with local residents.

186 ANY OTHER URGENT BUSINESS

RESOLVED that the Clerk write to the Boundary Commission for Wales expressing concern at the reduction in the number of MPs in Wales, but commending the arrangements for the Neath Constituency which will minimise disruption to the residents of the constituency.

The meeting ended at 9.04 pm

Signed Dated 06 March 2012

56 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 06 March 2012 at 7.00pm in the Alltwen Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall G Threlfall D Lewis A Melen G Davies P Vine A Ellison R Lewis M Spooner

Apologies P Richards C Richards A Ames B Jones E Harris

187 DECLARATIONS OF INTEREST

Councillor M Spooner declared an interest in Item 6 - Planning Applications, at the start of the meeting.

188 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the Monthly Meeting of Council held on 07 February 2012 be confirmed as a correct record.

189 MATTERS ARISING

8. Further to Minute 177.1 and the representation to be made to National Grid regarding a Christmas Tree, RESOLVED noted the Clerk’s report that a response to the letter sent was awaited. 9. RESOLVED noted that new electricity contracts had been agreed for Alltwen and Rhos Community Centres. 10. Further to Minute 184 relating to Harry’s Fund, RESOLVED that the Clerk’s report be noted on the partnership agreement discussions with Harry’s Fund; the commissioning of Groundwork, given their expertise in this field and their relationship with Neath Port Talbot CBC and Welsh Government; progress to date, decisions taken to date, and the intention to submit a further report at the next meeting of Council.

190 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

204-207) Staff Wages, Expenses ) -- 208 ) City & County of Pension Contributions ) 1973.78 Swansea 209 ) Prudential Pension Contributions ) -- 210 Inland Revenue Income Tax and NI 518.61

57 211 Corona Energy Gas Alltwen CC 419.22 212 British Gas Business Gas Rhos CC 403.33 213 Cotton & Sons Cleaning Materials & Equipment 657.33 214 NPT CBC Alltwen Christmas Tree Lighting 1135.25 215 NPT CBC Grounds Maintenance 2011/12 7013.47 216 R Lanchbury Quarterly Admin Expenses 182.58 Reimbursement 217 DNA (Wales) Ltd Window Cleaning Alltwen CC 72.00 218 Lliw Building Supplies Building Materials 30.19

RESOLVED that the following receipts be noted –

1 Alltwen CC February Income 240.00 2 Rhos CC February Income 180.00 3 Welsh Government WV Grant Rhos CC Changing 620.14 Rooms 4 Welsh Government WV Grant Alltwen CC 506.00 Improvements

RESOLVED that the sum of £13,000.00 be transferred from the Council’s Business Account to its Current Account.

191 PLANNING APPLICATIONS

(Councillor M Spooner declared an interest in this item, left the Chamber and took no part in the discussions or voting thereon)

RESOLVED no objection to the following application -

12/0118 Extensions Gelli Cottage, Tramway Road, Gellinudd

192 MAINTENANCE

There were no substantive reports relating to maintenance.

193 COMMUNITY CENTRE MANAGEMENT

There were no substantive reports relating to community centre management.

194 PACT MEETINGS

There were no substantive reports relating to PACT meetings, but it was NOTED that Councillor A Ames was intending to stand down as Chair of the Rhos PACT.

195 GROUNDS MAINTENANCE 2012/13

The Clerk reminded Members of the arrangements for Grounds Maintenance which had been in place in 2011/12. He also referred to issues with the maintenance of the Rhos Park Playing Fields and summarised the recent report

58 of the Council’s retained consultants, STRI Ltd., following their site visit and inspection in February 2012. The recommendations of the report identified the need for more rigorous specification and contract implementation if the playing field was to be properly maintained. In addition, for Council’s consideration at the request of the Clerk, the recommendations incorporated a proposal for the STRI to play a more prominent part in the delivery of the specification and assessment of tenders. Following an extensive discussion on the Routine Maintenance Contract, the Playing Field Specialist Renovation and Maintenance Contract and the provision of Professional Services to assist, it was RESOLVED that -

In view of their effective performance during the last financial year, Neath Port Talbot CBC Streetscene be invited to revise their 2011/12 price for Routine Maintenance for consideration by Council; The Playing Field Specialist Renovation and Maintenance Contract be tendered in accordance with a revised specification, and the tenders be assessed on the basis of experience, expertise and resources in addition to price; The STRI Ltd be engaged at the price indicated to Council, to draw up the revised specification, identify suitable tenderers, scrutinise the tenders received and submit a tender report for consideration by Council.

196 PUBLIC AND PRESS

RESOLVED that further to Subsection (1) of Section 2 of the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting during the following item, by virtue of the nature of the business to be transacted.

197 JOINT WORKING NEGOTIATIONS WITH ALLTWEN RFC

The Clerk reminded Members of the context of his instructions to enter into discussions with representatives of Alltwen RFC and Neath Port Talbot CBC in respect of the Alltwen RFC Playing Field, community use of facilities and the Alltwen RFC Car Park on the Triangle. He summarised the meetings, correspondence and discussions which had taken place, and indicated that whilst they had been positive, there was little progress to report at present, and consequently, no decisions for consideration by Council.

RESOLVED that -

In view of the formal position of Alltwen RFC regarding the status of the Playing Field, the approach to Council from Neath Port Talbot CBC be held in abeyance pending further discussions between the Club and the County Borough Council, and a further report be submitted to Council in due course; Further discussions on joint working and funding bids be held in abeyance until there was a clear way forward relating to the status of the Playing Field, and a further report be submitted to Council in due course;

59 The position of Alltwen RFC regarding the Car Park be noted; The Council’s willingness to continue with discussions and negotiations be re-affirmed, and the Clerk be authorised to attend and/or convene further tripartite meetings as necessary and report back to Council in due course.

198 BRYNMORGRUG PLAYGROUND

The Clerk summarised a proposal from Redrow Ltd to use part of the Council’s playground in Brynmorgrug as a temporary mobile sales area in the event that planning permission was granted for residential development nearby. He indicated that representations had been received from local residents, including the receipt of a petition, all of which objected to the proposal on the grounds that this was a vauable facility in its entirety for local children, and that it should not be used for any purpose other than children’s play even for a short period of time.

RESOLVED that the Council reject the proposal from Redrow Ltd to use part of the Brynmorgrug Playground as a temporary mobile sales area, and that the Clerk be instructed to engage with Redrow to explore whether there was potential to extend provision, either at the playground site or elsewhere on the proposed residential development.

199 CHRISTMAS TREE EVENT - ALLTWEN TRIANGLE

The Clerk referred to the increasing popularity of the Christmas Tree event at Alltwen Triangle, and to increasing requirements in terms of the organisation of the event. RESOLVED that the Council endorse its responsibility for the Christmas Event, but that the Clerk be authorised to invite local members of the community to attend a meeting regarding their participation in the organisation of the event.

200 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 NPT CBC Returning Officer Letter re Local Government Elections 2 National Grid Letter re Gas Pipeline 3 NPT CVS Journal

201 ANY OTHER URGENT BUSINESS

RESOLVED that the next meeting of Council be held at Alltwen Community Centre as it was due to be preceded by an Open Forum which, on rotation, was scheduled to be held in Alltwen.

The meeting ended at 9.15 pm

Signed Dated 03 April 2012

60 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of an Open Forum Meeting of Council held on Tuesday 03 April 2012 at 6.45pm in the Alltwen Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall R Lewis G Davies P Vine M Spooner E Harris A Melen G Threlfall D Lewis

3 members of the public were in attendance

Apologies P Richards C Richards B Jones A Ellison A Ames

202 DECLARATIONS OF INTEREST

There were no declarations of interest.

203 DYFFRYN ROAD ALLTWEN

Concern was expressed regarding the condition of handrailings and surfacing along Public Right of Way 24, given that the footpath was widely used by children and parents accessing Alltwen Primary School. There had been an incident because of the condition of the handrailing and this had been addressed by Neath Port Talbot CBC following Member intervention. However, the condition of the track surface, the absence of a “schoolchildren” sign and a few remaining potholes on Dyffryn Road were outstanding matters. RESOLVED that the oustanding issues be addressed by Councillor D Lewis in his capacity as the Ward Member at NPT CBC.

204 ALLTWEN TRAFFIC MANAGEMENT

Issue relating to yellow lines at the Trainagle and speed humps on Dyffyrn Road were raised, and the difficulty in responding given government legislation and divergent views within the community were outlined. RESOLVED that Councillor D Lewis, in his capacity as the Ward Member at NPT CBC, explore whether there was an update that might be helpful in considering these issues.

The meeting ended at 7.02 pm

Signed Dated 15 May 2012

61 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of the Monthly Meeting of Council held on Tuesday 03 April 2012 at 7.03pm in the Alltwen Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall R Lewis G Davies P Vine M Spooner E Harris A Melen G Threlfall D Lewis

Apologies P Richards C Richards B Jones A Ellison A Ames

205 DECLARATIONS OF INTEREST

Councillor M Spooner declared an interest in Item 6 (1) - Planning Application at Gelli Cottage, Tramway Road, Gellinudd, at the start of the meeting.

206 MINUTES OF THE MONTHLY MEETING OF COUNCIL

RESOLVED that the Minutes of the Monthly Meeting of Council held on 06 March 2012 be confirmed as a correct record.

207 MATTERS ARISING

11. Further to Minute 189.1 and the discussions with National Grid regarding a Christmas Tree for Alltwen Triangle, RESOLVED that the Clerk’s update report be noted. 12. Further to Minute 190 regarding Financial Transactions, RESOLVED that the receipt from Alltwen CC in the corrected sum of £282.00 be noted. 13. Further to Minute 198 relating to the Brynmorgrug Playground, RESOLVED that Redrow’s response regarding additional land or facilities be noted, that the Clerk be instructed to write to NPT CBC regarding the S 106 agreement, and that the Chair, Vice Chair and Clerk be authorised to sign the legal documents regularising the boundaries between the Council and Redrow Homes ownership.

208 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

1-4) Staff Wages, Expenses ) 2127.55 5 ) City & County of Swansea Pension Contributions ) 6 ) Prudential Pension Contributions ) 7 Inland Revenue Income Tax and NI 544.18 8 Neath Port Talbot CBC Non Domestic Rates Alltwen CC 273.00 9 Neath Port Talbot CBC Non Domestic Rates Rhos CC 348.40

62 10 SWALEC Electricity Alltwen CC 120.30 11 SWALEC Electricity Rhos CC 211.14 12 Coronal Energy Gas Alltwen CC 422.17 13 British Gas Business Gas Rhos CC 285.14 14 One Voice Wales 2012 Membership Fee 533.00 15 Councillor G Davies Reimburse Gwynfryn Materials 102.00 16 Headley Bros Local Council Review 15.50 17 Lliw Building Supplies Building Materials 113.54

RESOLVED that the following receipts be noted –

1 Alltwen CC March Income 365.00 2 Rhos CC March Income 157.00 3 Rhos AFC February/March Income PF 139.00

RESOLVED that the sum of £5,000.00 be transferred from the Council’s Business Account to its Current Account.

209 PLANNING APPLICATIONS

(Councillor M Spooner declared an interest in Application No 12/0118, left the Chamber and took no part in the discussions or voting thereon).

RESOLVED that no objection be made to the following application -

12/0118 Extensions - Amended Gelli Cottage, Tramway Road, Gellinudd Plans

RESOLVED that no objection be made to the following application, subject to an appropriate form of construction for the parking bay, given the loss of a car parking space and the nature of the highway at Edward Street -

12/0294 Extensions 20 Edward Street Alltwen

RESOLVED that no observations be made on the following application, as the Council understands that it requires a legal determination which it is not qualified to comment upon.

12/0185 Certificare Lawfulness Land at Beulah, Beulah Lane Alltwen

210 MAINTENANCE

RESOLVED that the Clerk note the need for action with regard to the Rhos CC vents, and the Neath Road access to Rhos Park, and investigate the footpath condition at Edward Street and Ynysymond Road.

211 COMMUNITY CENTRE MANAGEMENT

The Clerk reported on a request to use a room at Alltwen CC on an occasional and short term basis by an individual for personal office purposes. RESOLVED

63 that the request be acceded to, subject to conditions to be agreed by the Clerk and that the individual be charged at the usual session rate.

212 PACT MEETINGS

Councillor A Melen reported that the concners expressed at the recent Alltwen PACT meeting were in connection with parking at Alltwen School. There were no other substantive reports relating to PACT meetings. RESOLVED noted.

213 GROUNDS MAINTENANCE 2012/13

Further to Minute 195 of Council on 6 March 2012, the Clerk updated Members on the response from Neath Port Talbot CBC Streetscene regarding Routine Grounds Maintenance, and on progress undertaken with the STRI Ltd on arrangements for Specialist Renovation at Rhos Park Playing Field.

RESOLVED that -

The negotiated price submitted by Neath Port Talbot CBC Streetscene for Routine Maintenance in the sum of £4532.28 plus VAT be accepted and they be duly appointed; Progress undertaken by the Clerk in conjunction with the STRI Ltd with regard to maintenance of the Playing Field be endorsed, and that the timetable for consideration of invited tenders be expedited, to allow early appointment of a contractor as the present contract had already expired.

214 HARRY’S PARK

The Clerk updated Members on discussions relating to the Partnership Agreement between the Council and the Charity (Harry’s Fund) along with the terms of the agreement, progress in discussions with Groundwork and the prospective artist, and funding secured to date. RESOLVED that the Clerk be authorised to sign the Partnership Agreement and make appropriate arrangements for receipt of grants and transfers, for the purpose of funding payments made on behalf of the Partnership.

215 APPLICATIONS FOR FINANCIAL ASSISTANCE

(Councillor G Threlfall declared an interest in application no. 1 below, and took no part in the discussions or voting on that application).

The Clerk outlined the Council’s budget situation with regard to this item and offered a brief summary of each of the applications.

RESOLVED that the following applications be supported in the sums indicated -

1 Neath Port Talbot Shopmobility £200.00 2 Shelter Cymru £200.00 7 Wales Air Ambulance £200.00

64 RESOLVED that the following applications be not supported -

3 National Eisteddfod Bro Morgannwg 2012 4 Childline NSPCC 5 British Heart Foundation Cymru 6 MacMillan Cancer Relief 8 Bobath Cymru 9 Llangollen International Eisteddfod 2012

216 CORRESPONDENCE

RESOLVED that the following items of correspondence be noted -

1 NPT CBC Environment E-mail re Air Quality Management Area 2 One Voice Wales Notice of NPT Area Committee 3 NPT CAB Notice of General Meeting 4 Forestry Commission Letter re Hydroelectricity 5 Powys CC Letter re LDP 6 CPRW Journal

RESOLVED that the following item of correspondence be actioned as indicated -

7 Mr & Mrs B Thomas Alltwen Letter re boundary fence at Gwynfryn Park Clerk to explore costs and report to the next Finance and Development Committee.

217 ANY OTHER URGENT BUSINESS

RESOLVED that a Special Meeting of Council be held on 01 May 2012 and that the Annual and Monthly Meetings of Council be held on 15 May 2012.

The meeting ended at 8.37 pm

Signed Dated 15 May 2012

65 Cyngor Cymuned Cilybebyll Cilybebyll Community Council

Minutes of a Special Meeting of Council held on Tuesday 01 May 2012 at 7.00pm in the Rhos Community Centre

Presiding Councillor D Atkins

Present Councillors A Threlfall G Threlfall D Lewis A Melen G Davies P Vine A Ellison R Lewis M Spooner E Harris

Apologies P Richards C Richards A Ames B Jones

218 DECLARATIONS OF INTEREST

There were no declarations of interest at the start of the meeting.

219 FINANCIAL TRANSACTIONS

RESOLVED that the following accounts be approved for payment –

18 SWALEC Electricity Rhos CC 211.14 19-22) Staff Wages, Expenses ) 23 ) City & County of Swansea Pension Contributions ) 1967.06 24 ) Prudential Pension Contributions ) 25 Inland Revenue Income Tax and NI 513.46 26 Dwr Cymru Welsh Water Water Charges Alltwen CC 135.58 27 Dwr Cymru Welsh Water Water Charges Rhos CC 311.62 28 Corona Energy Gas ACC 300.90 29 NPT Shopmobility Donation 200.00 30 Shelter Cymru Donation 200.00 31 Wales Air Ambulance Donation 200.00 32 NPT CBC Trade Refuse Charge Alltwen 160.68 CC 33 NPT CBC Trade Refuse Charge Rhos CC 160.68 34 British Gas Business Gas Rhos CC 278.12

Further to Vouchers 32 and 33, RESOLVED that the Clerk engage with NPT CBC regarding recycling arrangements.

RESOLVED that the following receipts be noted –

1 Alltwen CC April Income 252.00 2 Rhos CC April Income 174.00 3 NPT CBC Footpaths Grant 2011/12 690.28 4 HMRC VAT Refund 2011/12 17476.85 5 NPT CBC Footpaths Grant 2012/13 633.10

66 RESOLVED that the sum of £4,500.00 be transferred from the Council’s Business Account to its Current Account.

220 PLANNING APPLICATIONS

RESOLVED no objection to the following application -

12/0334 Extension 122 Neath Road Rhos 12/0409 Dwelling Land adj 74 Gwyn Street Alltwen

RESOLVED no objection to the following application subject to the views of the NPT CBC arboricutural officer -

12/0390 TPO Work 261 Delffordd Rhos

221 PUBLIC AND PRESS

RESOLVED that further to Subsection (1) of Section 2 of the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting during the following item, by virtue of the nature of the business to be transacted.

222 TENDERS FOR GROUNDS MAINTENANCE AT RHOS PARK PLAYING FIELD 2012/13

The Clerk submitted a report which included an assessment of tenders by the STRI Ltd. The report confirmed that four tenders had been invited, but that for different reasons two of the tenderers had reconsidered and declined to submit a tender. The STRI had reviewed the two submitted tenders and indicated that Tender A was signficantly higher than Tender B. Closer scrutiny of Tender B had indicated that there were two items where clarification from the contractor should be sought. Although this might involve a revision in the submitted tender price, this was not a sufficient justification not to award the tender to Tenderer B, who was otherwise more than competent to undertake the work.

RESOLVED on the recommendation of the STRI Ltd that Tender B in the sum of £9,281.20 plus VAT submitted by Wayne Duggan Fine Turf Maintenance / Ecosolve Ltd be accepted, subject to the Clerk seeking the clarifications suggested by the Consultant.

223 CORRESPONDENCE

RESOLVED that the following items of correspondence be actioned as indicated -

1 NPT Children and Young Letter re Summer Playschemes People’s Partnership Noted

67 2 One Voice Wales Model Concerns and Complaints Policy and Guidance Clerk to review and submit a draft in due course.

The meeting ended at 7.40 pm

Signed Dated 15 May 2012

68